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Have you completed your PAIA manual?

by , 27 November 2015
One of the biggest issues I've received questions about lately is the 31 December deadline for compiling the PAIA information manual (Proatia Manual). Have you done yours?

Recently, many of our readers have been asking about a big provision of the Promotion of Access to Information Act - that all public and private bodies must compile a PAIA Manual. So yes, that probably means your company. This contains every single bit of information about your company. The aim of this manual is to make information about each company in South Africa more transparent.

As every single company in South Africa must have such a manual by 31 December this year, I thought that I'd share this information with you.

Who must have a PAIA Manual?
  1. A sole practitioner;

  2. A partnership;

  3. Private companies and close corporations; and

  4. lso Trusts, NPO etc. (Any juristic person).

So, if you run a business you need a PAIA Manual!

4 Things you must put in your manual

  1. All the company's details: Postal address; telephone and fax numbers; and website address;

  2. All available records as required by legislations, e.g. the Companies Act requires a Fixed Asset Register.

  3. Request procedures, i.e. how a person must go about requesting information on your company; and

  4. Fees involved around the request, copies, postage, etc.

Who can compile a PAIA Manual?

Anyone can compile a PAIA Manual – you don't have to outsource this to your accountant or auditor - but the information officer must sign off on it and remain responsible for maintenance, updates and dealing with requests.

Your information officer must sign off your manual

A great source of confusion is about the information officer and who can be the information officer:

  • If you run a sole proprietorship, you (or anyone you appoint) will be the information officer.


Joe Soap runs his own graphic design business from home and he operates as a sole proprietor. He will be the information officer for his business or he can appoint his wife, Mary Soap, as the information officer.

  • If you're part of a partnership, you, your partner or anyone you appoint can be the information officer.


Harry and Mark are partners in a law firm. The firm is run as a partnership. Either Harry or Mark can be the information officer for the firm. Alternatively, they can appoint a friend of theirs to be the information officer.

  • If you're the CEO or managing director of a company, you (or someone you appoint) must be the information officer.


Mary Stone runs a textile factory – Mary's Textiles (Pty) Ltd. Because she's extremely busy, she doesn't have time to be the company's information officer. Mary appoints her company's financial director – Amy – to be the information officer for the company.

What's going to happen to you if you don't have an information manual by 31 December?

Very simple: The information officer could find himself behind bars for the next two years.

Help is at hand!

ProBeta Training (Pty) Ltd. has developed software, which will help you create your PAIA Manual in under 20 minutes. Here's how easy it is:

  • Open the software – and you're ready to go!

  • You input the information and it creates a PDF manual.

Use the handy manual we'll provide you which sets out step-by-step instructions on how to use the template.

Remember: You need to keep a signed hard copy of this manual in your office!

We have it on good authority that your accountant or auditor will charge you anything up to R5 000 to compile this manual. Order your copy today by following this link. This template only costs R2 515 excluding VAT - it'll be the best money you've spent this year!
This is really a no-brainer deal

For R2 515 excluding VAT, I'm offering you the opportunity to avoid spending the next two years in jail. Are you one of those people who're always saying that your time is more valuable to you than money? Well, think how much two years would be worth.

6 value-adds your R2 515 excluding VAT will buy you:

  1. The Microsoft Word template itself;

  2. Step-by-step instructions on how to use this template;

  3. Engagement letter (only use this if you're going to compile the PAIA Manual for clients – you'll need to sign it);

  4. Form C - you just need to attach these to your manual.

  5. Form E (you'll only need to fill this out and attach it to your manual if any categories of records of the private body that are automatically available without having to request them;

  6. Letter of Representation (only use this if you're going to compile the PAIA Manual for clients – you'll need to get them to sign it).

Order your template now to compile your own PAIA Manual in 3 easy steps:

  1. Fill in your company details.

  2. Place your order.

  3. Once we've verified your details and received your payment, we'll send you a link where you can download the template and step-by-step instructions on how to compile your PAIA Manual.

Natalie Cousens
Managing editor: The Practical Tax Loose Leaf

PS: Order now – the 31 December deadline is only 5 weeks away!

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